Request for Proposals Temporary Staffing Services North St. Louis Soil and Water Conservation District 307 First St S Ste 114 Virginia MN 55792 I. Introduction The North St. Louis Soil and Water Conservation District (District) is issuing a Request for Proposals (RFP) to those interested and qualified to provide temporary staffing services for the District s Seasonal Watercraft Inspection and Decontamination Program. Respondents are invited to submit a proposal in accordance with the instructions indicated in this RFP. II. RFP Schedule Release of RFP February 9, 2017 RFP Questions and Clarifications Deadline February 16, 2017 at 4 p.m. RFP Proposal Deadline February 24, 2017 at 4 p.m. Review Board Meets February 27, 2017 Notice to Selected Respondent February 28, 2017 Contract Effective Date Upon execution with both parties III. Project Overview A. North St. Louis Soil and Water Conservation District The North St. Louis Soil and Water Conservation District is a local government agency providing conservation and resource management services in the northern portion of St. Louis County. The District provides technical assistance, cost-sharing and natural resource management information, and education to landowners, businesses and government entities. Its mission is to provide leadership and programs that protect and maintain the diversity of our environment. Visit our website at www.nslswcd.org to learn more about the District. B. Seasonal Watercraft Inspection and Decontamination Program Background: According to MN Statute Chapter 84D, Aquatic Invasive Species (AIS) are non-native aquatic organisms that invade water beyond their natural and historic range that may harm economic, environmental or human health and can threaten our natural resources. In an effort to minimize the impact and spread of AIS, the District implemented a watercraft inspection and decontamination program on Lake Vermilion in partnership with the Vermilion Lake Association in 2016. This program provided watercraft inspections on 11 public accesses and at 4 private accesses around Lake Vermilion. The Vermilion program 1
operated two decontamination units conveniently located at high-traffic locations in the Cook and Tower areas. In 2016, Burntside Lake Association partnered with the City of Ely and Morse Township to successfully operate their own watercraft inspection and decontamination program, providing inspections on 5 public accesses around Burntside Lake. The Burntside program operated two conveniently located decontamination units in the Ely area. Both programs, funded by St. Louis County AIS Prevention funds, enjoyed remarkable success in their inaugural seasons. The programs paid wages in excess of $151,000 and employed over 30 people seasonally, ranging from college students to retirees. 2017 Request: A proposal was submitted by the District for St. Louis County AIS Prevention funds to operate a seasonal watercraft inspection and decontamination program on both Vermilion Lake and Burntside Lake in 2017. If funded, the District will operate watercraft inspection and decontamination services in partnership with the Vermilion Lake Association and the Burntside Lake Association. on both lakes. (Note: St. Louis County Board of Commissioners is scheduled to approve funding requests at its February 14, 2017 meeting.) IV. Scope of Services The District anticipates the following Scope of Services associated with the Seasonal Watercraft Inspection and Decontamination Program: A. Project Requirements 1. The Staffing Agency shall provide high quality staffing services to the District. All temporary staff will be employed by the Staffing Agency and not the District. 2. The Staffing Agency will recruit, screen, interview, and assign approximately 45 individuals to be trained as Minnesota Department of Natural Resources (MN DNR) certified watercraft inspectors. Our projections are: Target Hours for the 2017 Inspection and Decontamination Season Location Staffed Inspection Hours Decontamination Hours Burntside Lake 1,355 1,329 Lake Vermilion Public Accesses 6,250 1,750 Lake Vermilion Resorts and Campgrounds 1,000-20 hours per Level 1 Inspector; Training hours Additional 4-6 hours for each Level 2 Inspector; Estimate 45 employees 3. Recruitment interviews shall be done in person with the Staffing Agency and the District to ensure candidates have all necessary and required skills and abilities. 2
4. Staffing Agency will conduct a free criminal background check in the State of Minnesota and notify District of results on each temporary staff to be offered a job. 5. The Staffing Agency shall schedule staff for all training required by the District. 6. Staffing Agency will facilitate equipment distribution and assure its return. 7. The Staffing Agency shall be responsible hiring, firing, scheduling of temporary staff. 8. Staffing Agency will promptly pay payroll, withholding, payroll taxes. Staffing Agency will provide unemployment insurance and workers compensation benefits. It will handle all unemployment and workers compensation claims involving temporary staff. 9. Staffing Agency shall agree that no temporary staff shall be appointed, promoted, demoted, removed or in any way favored or discriminated against because of age, race, color, marital or familial status, national origin, ancestry, political affiliation, religions, sex, gender, gender identity, sexual orientation, genetic information, disability, or any other characteristic protected by law. 10. Invoices with signed and legible time sheets are requested at least monthly. 11. Payments will be made within 31 days of receipt of invoice and timesheets. B. Personnel Requirements Background The Watercraft Inspection & Decontamination program will be under the direction of the District s Water Resources Specialist. Watercraft inspectors who are trained and certified by the MN DNR will be responsible for watercraft inspections, watercraft decontamination services, public education, documentation and reporting, on-site surveys, customer service, and interaction with private/public property owners and cooperators in the Cook, Tower and Ely areas. Level 1 inspectors have DNR authorization to inspect watercraft and deny access if necessary. Level 2 inspectors have all Level 1 authorization, as well as authorization to use decontamination equipment. Inspectors with prior Level 1 or Level 2 experience and a successful employment record will be re-hired. These inspectors will be paid $0.25 per hour more than first time inspectors. Three lead workers trained as Level 2 inspectors will be hired to cover the Cook, Tower and Ely areas. These lead workers will coordinate with the District Supervisor. Minimum Qualifications of Staff At least 18 years of age. Pass a criminal background check. Possess a valid Minnesota Class D Driver s License or the equivalent. 1. Skills: Excellent written and oral communication skills, and the ability to apply those skills to communicating with the public; familiarity with and/or ability to quickly learn to implement appropriate inspection protocols and decontamination procedures; ability to manage high traffic situations effectively. 2. Ability to: Work on a team and alone; report to various worksite throughout the Cook, Tower, and Ely areas; work holidays and weekends on a regular basis throughout employment; exercise safe work practices at all times and under various conditions; perform 3
manual labor in rough terrain, lift heavy objects and work for extended periods of time in various extreme weather conditions; possess a professional demeanor and presence. 3. Physical requirements: Ability to sit, walk and stand for intermittent periods of time on a frequent basis; ability to climb, bend, stoop, squat, and reach on a frequent basis around boats; ability to communicate on a telephone, via email, and in person; ability to properly prepare for long hours exposed to the elements. The typical tasks for watercraft inspectors shall include: 1. Perform detailed watercraft inspection services. 2. Identify AIS. 3. Implement protocols for prevention of AIS. 4. Assume the responsibility for the care, maintenance, and security of District tools, property and equipment. 5. Accurately record each inspection using software and hardware provided. Daily inspections must be uploaded at the end of each shift. a. Level 1 Watercraft Inspector: Required to attend and pass a MN DNR training course and will be responsible for public education, watercraft inspections for AIS, documentation and reporting, on-site surveys and sample collection. Pay range is $12.50 12.75 per hour. Anticipate 45 or more Level 1 Inspectors to meet demand. b. Level 2 Watercraft Inspector: Required to attend and pass a MN DNR decontamination training course in addition to MN DNR inspection training course. Meets the same requirements as a Level 1, but will also be trained and certified to perform decontamination services using a high-pressure hot water decontamination unit. Pay range is $13.00 - $13.25 per hour. Anticipate training 15-20 of above 45 workers to meet demand. c. Lead Worker: Level 2 certified and capable of taking on additional leadership and administrative responsibilities, such as supervision and over-sight of day-to-day operations etc. Pay range is $14.00 - $14.25 per hour. Anticipate training 3 Level 2 workers to be Lead Workers: one each based out of Cook, Tower and Ely. These people will be required to travel between landings on a daily basis. They will be reimbursed mileage at current IRS allowable rate. C. Watercraft Inspection and Decontamination Program Timeline Dates Activity Feb April 2017 Contract with Staffing Agency to recruit approximately 45 individuals to be trained as Level 1 and Level 2 watercraft inspectors. Identify three Level 2 inspectors to be trained as lead workers. April 2017 Schedule staff at DNR hosted training to train/retrain Level 1 and Level 2 watercraft inspectors. The only way to be a watercraft inspector is to attend and pass a DNR watercraft inspection training. Anticipate training an estimated 10-15 people for Burntside and 25-35 people for Vermilion. April/May 2017 Schedule staff for enhanced customer service training for all inspectors. May Sept 2017 Watercraft decontaminations will begin in time for the Memorial Day weekend and conclude mid-september. 4
May Oct 2017 Watercraft inspections will begin in time for the Walleye Fishing Opener on May 13 and conclude in mid-late October, dependent on weather. *Length of the work season will be dependent and modified according to weather conditions. V. Proposal Requirements All proposals shall include the following information, organized as separate sections of the proposal. A. Introduction 1. Provide name of the agency, website address, office address and main telephone and fax numbers. 2. Provide name, title, telephone number and email address for the agency s primary contact person. 3. Provide a brief profile of the agency. Include the types of services offered, number, size, and location of offices, designated business hours, years of industry experience, number of full time and part time employees etc. C. Knowledge and Experience 1. Describe the agency s experience in performing work of a similar nature in scope and size to that solicited in this RFP. 2. Provide names of key personnel who will be assigned to this project and provide their relevant experience and qualifications. D. Work Plan and Methodology 1. Provide a description of how the agency will accomplish the work and satisfy the District s objectives described in this RFP. 2. Describe strategy, procedures, and systems for recruitment, screening, interviewing, and assigning temporary staff. 3. Describe strategy and procedures for maintaining quality control, including options for reference and background checks for temporary staff candidates. E. Cost of Services 1. Provide payment terms and set forth a proposed rate schedule to complete staffing needs based on the information provided in the Scope of Services. 2. Identify any additional fees, charge or expenses, if any. F. Contract 1. Attach a proposed contract for this service. The final contract will be subject to review and approval by the District. 5
VI. Evaluation of Proposals The District will select an agency that can demonstrate the highest level of support by performing the requested functions in an accurate and timely manner. Evaluation criteria will include, but may not be limited to the following: 1. Responsiveness to the requirements set forth in this RFP. 2. Agency s capacity to provide needed services. 3. Agency s experience to provide needed services. 4. Agency s approach to providing the required services. 5. Cost of services. VII. Submittal Procedures A. Questions and Clarifications: All communications concerning this RFP should be in writing and directed to: Anita Provinzino District Administrator anita@nslswcd.org B. Submission Guidelines Responses to this Request for Proposal are due by 4:00 pm on Friday, February 24. No proposals will be accepted after this date and time. Send all responses to: Anita Provinzino North St. Louis Soil and Water Conservation District 307 1 st St S, Suite 114 Virginia, MN 55792 Or, send as a PDF file via email to Anita Provinzino: anita@nslswcd.org Proposals submitted become the property of the District. The District reserves the right to reject any and all proposals and to waive any informality in the proposal or request for proposal. The District reserves the right to award the proposal that is, in its judgement, the most responsive to this RFP and best meets the District s requirements. At its discretion, the District may renew the contract for services in 2018. 6
Cost Proposal Complete this form and return it with the agency s proposal. The chart lists the hourly pay rate for each job title. Please complete the agency s proposed hourly bill rate for job title as well as the proposed hourly bill rate for each year. Include any additional costs that may be applicable, if any. Job Title Level 1 Watercraft Inspectors Level 2 Watercraft Inspectors Lead Workers Hourly Rate $12.50/$12.75 $13.00/$13.25 $14.00/$14.25 2017 2018 Hourly Hourly Bill Rate Bill rate Additional Costs: 7